Nexsure Training Manual - Accounting Deposits In This Chapter Handling Deposits Posting the Deposit and Printing the Deposit Handling Deposits Before adding any deposits to Nexsure, the receive payment is entered and posted. The receive payment is separate from the deposits to allow the flexibility for persons who are not responsible for the bank account transactions to enter payment information. When receive payments are added, the amounts are offset to the undeposited funds account automatically. The undeposited funds account is a mandatory account that holds all payment amounts until they are identified as being added to the bank account through a deposit. Below is an illustration of this offset. Once the receive payment is picked up in a deposit, it clears that undeposited fund amount. Adding the Deposit Begin by accessing the deposit tab by first clicking on the ORGANIZATION link on the Primary menu. Click the territories tab and click the Details for the territory where the statement is to be reconciled. Click the accounting tab, the transactions tab and the deposit tab to bring up the Deposit Summary screen. If there are no results displayed, then the organization is new and no deposits have been previously done for the current date range. Use the [Show] link to search for previously posted or un-posted deposits as necessary. Page 587
Nexsure Training Manual - Accounting To add the deposit first select the bank account to enter the deposit for in the Select Bank Account dropdown box located on the upper left of the deposit summary screen. Then click the [Add New Deposit] link located on the upper right of the screen. After clicking the [Add New Deposit] link the deposit is displayed. There are three sections in the Deposit screen: Deposit Header, Quick Navigation, and Input Fields. Section Deposit Header Quick Navigation Description The Deposit Header section is located at the top of the tab with a shaded background. It summarizes the entire Deposit. Header Definitions: Deposit ID: System-generated ID used to identify the deposit. Date Posted: System-generated date is the date the deposit was actually posted. When posted, the box will contain a check. Cleared: A box with a check inserted indicates that the deposit has cleared the bank. This is done when reconciliation of the bank account is completed by the organization. Date Created: System-generated deposit creation date. Created By: The logged in username is placed here at the point the deposit is added. Bank Name: The name of the bank the deposit is being added to. This is selected prior to adding the deposit on the Deposit Summary screen and displays here on the header. Bank Account #: The bank account number the deposit is being added to. This is selected prior to adding the deposit on the deposit summary screen and displays here on the header. GL Account: This number is assigned when the bank account is added to the territory. The bank selected prior to adding the deposit determines what displays in the header. Balance: The bank balance at the time the deposit was added. Deposit Amount: Once entries (for the deposit) are made, the total of the deposit amount is added to the header. Estimated Balance: The estimated balance shows the balance minus the amount of the deposit from the balance at the time the deposit was added. Description: The description entered in the first description box on the deposit displays here in the header when the Save link on the Navigation toolbar is selected. Difference: The amount shown here is the difference between the Anticipated Total entered and the deposit amount. This will help track all the amounts entered on the deposit are included. Located on the right side of the tab, the Quick Navigation links are used to access different sections of the deposit. This provides the user the flexibility to select the necessary links for the deposit. Page 588
Nexsure Training Manual - Accounting Section Input Fields Description Input Fields are located at the bottom left portion of the screen. The displayed input fields correspond with the selected bolded link on the right side of the screen (Quick Navigation). Quick Navigation Link Definitions Link General Ledger Receipt Description Any adjustments needed for the deposit are added here. This link is used to select the receive payments to be included in the deposit. Deposit Posting Contains all the General Ledger entries that are generated for the selected deposit. Posted entries do not display until items have been included and/or entries have been made. After entering data into the input fields on the first page, click the Save link on the navigation toolbar or click one of the links on the right to save entries. The Anticipated Amount is not a required field. Enter the total amount of the payments received to be included in the deposit here. If a difference is displayed in the header, then either the total entered is incorrect or not all entries were added in receive payments. This helps ensure that all items are entered into the deposit. Notice the Difference in the deposit header is the same as the anticipated amount previously entered. This amount will change when the receipts have been added. To add the receipts, click the Receipt link on the right side of the screen. Any receipts not added to other deposits are available to add to this deposit. Page 589
Nexsure Training Manual - Accounting If more than one should be included in this deposit, click the box in the Select column to choose selected ones or the [Select All] link above the list on the left. Clicking the [Deselect All] link will clear the selections. Click the Include All Selected link on the navigation toolbar to include the selected receipts. Page 590
Nexsure Training Manual - Accounting After the Include All Selected link has been clicked, the Difference amount in the header now shows $0.00. If the receipts selected were not the same the difference between them would be displayed instead. Click the Deposit Posting link on the right side of the screen to show how the accounts will be offset. Page 591
Nexsure Training Manual - Accounting Using the General Ledger link on the right side of the screen should only be used if the amount entered is not to be included on the Deposit Slip that goes to the carrier. The amount entered will offset the bank account but will not offset undeposited funds account. It is not recommended to use this link for deposits but to correct the original entry. Note: DO NOT post to any of the Mandatory General Ledger Accounts unless directed by XDimensional Technologies Nexsure workflows. This can cause books to be out of balance as these accounts are used by Nexsure for automatic postings. Aborting the Deposit If the deposit is not needed, it may be aborted prior to posting. Click the Abort link on the navigation toolbar. Page 592
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Nexsure Training Manual - Accounting Posting the Deposit and Printing the Deposit To complete the Process, click the Post link on the navigation toolbar. The Post Deposit screen is displayed providing an opportunity to review the deposit amount. Confirm the deposit amount is correct; click the OK button to complete the post. After the deposit is posted the disbursement screen is refreshed and Post is no longer an option. A deposit may be printed by clicking the Print link on the navigation toolbar and selecting Deposit Slip from the drop-down box and clicking the OK button. Page 594
Nexsure Training Manual - Accounting The deposit slip is displayed on the screen. To print the deposit, click the Adobe Reader printer just above the document. The deposit slips print on plain paper. icon Reversing the Deposit If the disbursement is incorrect, it may be reversed by clicking the Reverse link on the navigation toolbar. The check number assigned to the reversed disbursement may be re-used by entering the number in the field on the Disbursement or at the time the check is being printed. Page 595
Nexsure Training Manual - Accounting Reversed deposits will display on the summary screen with 2 deposit numbers with a / between them. This indicates the in and out of the entries. The associated receive payments are available again to be used in the new deposit. Removing Deposits Not Posted If the deposit is incorrect, it may be removed by clicking the Remove icon on the right side of deposit. The abort confirmation is displayed allowing an opportunity to go back to the summary view without aborting the deposit. To confirm the deletion, click the OK button. Clicking the Abort link on the deposit itself works the same as removing from the summary screen. Page 596
Nexsure Training Manual - Accounting Reversing, Aborting and Removing Accounting Entries Please refer to Chapter 6, Reversing, Aborting, and Removing Accounting Entries of this manual. Page 597
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